I take the workflow that eats your team's week, automate it, and validate it against your last full month before you rely on it. Every output ties back to a source record. Fixed price, 2 to 3 weeks.
We count the hours your workflow eats, with your numbers. If the math does not work, you keep the count.
Timesheets get chased through email threads. Rate cons get keyed into the TMS by hand. Quotes wait behind a full inbox. Order changes land after the truck is already loaded.
In every case there are documents that have to match, and someone on your team matches them by hand. Those are the quietest hours on your payroll: moving numbers from one place to another, then arguing about them when they disagree.
One workflow per engagement, end to end, against the formats you already use.
Approved hours live in email threads and 2 spreadsheets. When a client disputes an invoice, tracing it back to the approved timesheet is the worst hour of the billing week. Subvendor invoices get checked against approved hours by hand.
What I build: approved timesheets in whatever format they arrive, client-ready invoices out, and a reconciliation report tying every invoice line to an approved hour. Validated on a full month of your real billing before anyone relies on it.
Carrier packets land and someone rekeys them by hand. Check-call notes get typed into the TMS, then retyped into emails to customers. Between packets and notes, that is where small brokerages lose the most hours per load.
What I build: packet intake that reads the documents, loads your TMS, and captures the check-call notes, with a reconciliation report tying every entry to its source paper. Validated against a month of your real loads. Your TMS stays.
The tech closes the job in Jobber or Housecall Pro, and the office side starts by hand: the invoice, the review request, the next-service reminder. And the QuickBooks sync most shops run only goes one direction, so the books still need fixing by hand.
What I build: the layer after the job. Job closes, invoice goes out, review request follows, reminder fires, books stay reconciled, with a report tying every invoice to a completed job. Your tools stay, the retyping goes.
RFQs hit the inbox faster than quotes leave it. Shops running intake on spreadsheets and email lose work to whoever quotes first, and the fix costs a lot less than an ERP.
What I build: RFQ intake that reads the request, stages the quote package, and keeps a log tying every quote to its source RFQ. Validated on a month of your real RFQs before you rely on it.
The transmissions run fine. The hours go to the edges: a customer changes an order after the EDI has landed, and your team patches inventory and invoicing by hand to keep them straight. Chargebacks and short-pays start as small mismatches nobody caught.
What I build: order-change handling and a reconciliation report tying EDI, inventory, and invoicing to each other, validated on a full month of your real orders. SPS or TrueCommerce stays; the manual patching goes.
A 30 minute call. We walk your workflow step by step and count the hours it eats, with your own volume. You get a fixed quote against that number.
Built end to end against the formats you already use. Runs hosted by me for a flat monthly fee, or in an account you own. Your tools stay.
Before go-live, the build processes your last full calendar month of real data and we read the reconciliation report together. Then it ships with a run book your staff can operate.
Every engagement ships with a reconciliation report: every invoice line, ledger entry, or quote tied to its source record.
I spent 15 years in financial systems and data, where numbers that do not tie to source do not ship. Your automation gets built to the same standard: validated against known answers, tested at your real volume, documented so you are never dependent on me.
| Week ending 07/11 | Approved hrs | Invoiced hrs | Status |
|---|---|---|---|
| Consultant A | 40.0 | 40.0 | ✓ Tied |
| Consultant B | 32.5 | 32.5 | ✓ Tied |
| Consultant C | 42.0 | 45.0 | ⚠ 3.0 over |
| Total | 114.5 | 117.5 | 3.0 to resolve |
A single-workflow build, quoted against your measured volume. Half at signing, half at delivery.
Hosted operation, monitoring and fixes included. Or run it in your own account with no monthly fee.
Larger multi-workflow builds are scoped after the first one proves itself.
A 30 minute call. We count the hours with your numbers. If the math does not work, you keep the count.
Book a 30 minute workflow review